Appendix: Trip Cancellation
When a Trip Gets Canceled
Unexpected circumstances—such as low participant signups, funding shortages, global disruptions, or project closures—may require a trip to be canceled. When this happens, it is essential to communicate clearly and professionally with all affected participants.
The Program Director is responsible for completing the following steps.
Steps:
Prepare a Trip Cancellation Letter
Make a copy of the Trip Cancellation Letter Template.
Fill in the trip details, including dates, location, and reason for cancellation.
Review for clarity and accuracy.
Save & Send
Save the final version as a PDF.
Send it as an attachment via email to all registered participants.
Provide Next Steps
Update trip credit amounts:
Update subscriber details in MailerLite.
Update the Trip Credit & Work Trade Discounts sheet in our Shared Drive.
Point participants to our website for alternative trip opportunities.
Be the point of contact for any follow-up questions.
By following this process, we ensure transparent communication, maintain participant trust, and uphold Trek Relief’s professional standards even in challenging situations.